A group-tour RFQ should let operators propose a good itinerary while preserving a common basis for comparison. If the buyer specifies every minute, suppliers cannot improve the route. If the brief contains only dates and a budget, proposals may differ so much that price comparison becomes meaningless. Separate essential outcomes from design choices.
A group-tour RFQ should let operators propose a good itinerary while preserving a common basis for comparison. If the buyer specifies every minute, suppliers cannot improve the route. If the brief contains only dates and a budget, proposals may differ so much that price comparison becomes meaningless. Separate essential outcomes from design choices.
State the purpose of the visit, group size, dates, arrival and departure patterns, required languages and relevant functional needs. Identify essential activities, excluded activities and the expected balance of guided time and free time. Explain whether accommodation and flights are within the operator's scope.
Use a requirements summary during sourcing. Avoid sending full guest identity records to all bidders when aggregated information is enough to design the programme. State when the selected supplier will receive information necessary to make confirmed bookings.
Ask for locations, approximate timings, transfer assumptions, meal arrangements and the party delivering each component. Require suppliers to distinguish confirmed availability from proposed options. A beautifully presented itinerary can still contain unheld inventory or connections that leave too little time for a group to move.
Invite operators to identify weaknesses in the brief and propose alternatives separately. This allows useful local knowledge to improve the programme without disguising a departure from a mandatory requirement.
Request a breakdown of programme coordination, transport, guiding, admissions, meals and other included services. Ask how the price changes with group size and which commitments become non-refundable at each stage. Have the relevant commercial reviewer assess the proposed terms for the actual purchase.
Include a common change scenario, such as a revised arrival time or a reduction in participants before final confirmation. Ask each bidder to explain the process and charging basis rather than promise flexibility without definition.
Request the proposed operating team, subcontractor model, emergency coordination and a sample final programme pack. Ask for a reference involving similar complexity. Confirm who can approve changes and how the buyer receives evidence of additional commitments.
Before evaluation, resolve material differences in inclusions and assumptions. Carry the clarified itinerary and terms into the agreement. The RFQ has succeeded when the selected operator's creative proposal can be translated into a traceable set of bookings and responsibilities, not merely when several suppliers have submitted attractive brochures.
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